The Procurement Clerk is responsible for undertaking with all procurement and contracting related activities in support of projects and the Operations Centre to which s/he is assigned, as follows:
· Carry out assigned procurement activities, following UNOPS Rules, procedures and regulations;
· Conduct solicitation, negotiation, and, if necessary, termination of contractual and procurement action;
· Advise Procurement Associate (commodity team lead) and/or Procurement Specialist on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle;
· Ensure assigned requisitions (specifications, statement of works or terms of reference) are complete and appropriate, and where required, obtain clarifications and/or recommend revisions;
· Develop shortlists, where required, based on investigation of related market
· Prepare and issue international, regional and local tenders;
· Prepare/oversee preparation and distribution of invitations to tender and manage/conduct all aspects of bid/proposal evaluations
· Evaluate offers and make recommendations for the finalisation of purchases and the award of contracts;
· Prepare submissions to the appropriate delegation of authority level, ensuring full compliance with requirements for relevant documentation;
· Prepare procurement orders (purchase orders and contracts/agreements);
· Prepare, verify and process variation orders for all contracts, as required;
· Communicate shipping and delivery arrangements of purchased commodities and equipment to the Logistics team;
· Work with logistics, delivery, and transport experts to ensure the goods and services are delivered appropriately.
· Provide assistance to project staff to ensure adherence to contractual agreements;
· Maintain communications with Project Administrators, keeping them abreast of the status of procurement work packages.
· Where required, process amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations
· Liaise with other sections for logistics and financial processing aspect of the purchase orders/contracts issued and ensure the bottlenecks/problems are anticipated/avoided
· Ensure procurement is undertaken in a timely manner, in accordance with the procurement plan
· Ensure that all goods, services and works procured provide best value to UNOPS and the client
· Ensure all procurement issues are dealt with in the best interest of UNOPS and the client
· Participate in the incorporation of research results into the procurement program
· Prepare a variety of procurement-related documents, contracts, communications, etc;
· Assists/design innovative solutions to resolve issues/conflicts
· Suggest proposals on revisions to procurement policies and procedures; develop and disseminate best practices
· Prepare reports on procurement activity;
· Conduct market research to keep abreast of market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of good and services, providing guidance and support to stakeholders;
· Identify new technologies, and products/services
· Contribute to local vendor roster development and maintenance
· Liaise with and provide support to other offices within the Region as required;
· Filing and maintenance of all procurement related documentation, as per the UNOPS rules and regulations
· Perform other related duties as required
·Completion of all assigned procurement cases, from development of procurement plan through award. To have been an integral part of the successful delivery of projects on time, budget and above the expectations of all stakeholders. Completion of all procurement requirements in accordance with the procurement plan and clients requirements.
Impact of Results
· Delivery of all procurement activities as per procurement plan
· Maintenance of accurate, up to date and complete procurement files in both hard and electronic formats
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